Finance Roundtable November 16, 2017

Thank you!

Technology Requisitions Every technology purchase must come through the IT Department Fill out IT work order – http://helpdesk.huttoisd.net/ehd/login.glml IT Department will submit requisition in Skyward for you! Once requisition is approved, IT Department will make the purchase and have items shipped to their office then they will distribute to you

E-Commerce You can now purchase through Skyward! Office Depot, Amazon Business, Gonzalez Office Products, NASCO, and more to come! Start Req in Skyward - Put E-Commerce in description Skyward will take you to Vendor Vendor will help build line items Once approved, orders are automatically placed

E-Commerce - Amazon Amazon emails every invoice to Accounts Payable No need to send another copy Mark PO as Received in Skyward as soon as product has been delivered

Enterprise Rentals All POs will now have our Account # on PO When reservations are made be sure to give PO # and Account # Take a copy of PO to Enterprise All Mastercard purchases for fuel need to be a separate PO

Trip Requisitions All Trip Reqs must have the following: Name of the Training, Conference, Etc. Name of all those attending Training Beginning and End dates of the trip

PO Line Items If you know the exact price of something, Great!! Add each line For items like HEB food – unless you know exactly what the price of those items are it is okay to say food and do a for example in the description Example: Food - We will be buying fruit, crackers, and cheese.

Budget Transfers in Skyward Start by pulling up a copy of your budget Once you get into Skyward and begin entering your transfer, Skyward does not display available funds Pull Budget Transfer batch number from Google Sheet for your campus/department/group Example: HHS18001; 21118013

Budget Transfers in Skyward In Skyward, go to Account Management Tab - Submit Transfer Select Add Select your Budget Transfer Group in the drop down (may have more than one) Change fiscal year to the correct fiscal year (currently 2017-18) Transfer type - Expense

Budget Transfers in Skyward Enter your batch number that you pulled from the Google Sheet Enter your description for the budget transfer Enter your account number Select transfer to or transfer from in the drop down Do not let debit/credit throw you off - enter transfer to/transfer from exactly how you would say it (“I want to transfer from x account to x account.”) Enter the amount you wish to transfer - use whole dollars only

Budget Transfers in Skyward Select Submit for Approval or Save and Finish Later Save and Finish Later will allow you to come back and edit at a later time Budget Transfers will follow similar approval path as purchase requisitions and check requests Entered - Principal/Director Approval - Special Approval, if needed - Finance Approval Attachments can be added to Budget Transfers, similar to purchase requisitions and check requests If a Budget Transfer is denied, there are certain fields that are not editable Fiscal year, batch number, etc.

Accounts Payable Reminders Check Requests Consistently use provided guidelines for check request invoice number, invoice date, etc. Skyward uses the invoice number per vendor to verify if payment has previously been made, and prevents Hutto ISD from making duplicate payments

Accounts Payable Reminders Store Receipts Send a copy along with original as our scanners tend to destroy smaller store receipts Continue to send invoices to AP as you process and receive them, not all at once on Tuesday evening Only Hutto ISD employees are allowed to use Hutto ISD MasterCards or purchasing cards Purchasing cards should not be used online - cannot remove sales tax or apply a PO number

Updated Business Office Deadlines Updated Business Office Deadlines on Hutto ISD’s Business Office Website under Policies and Procedures

Financial Management Data Mining Please schedule a one-on-one meeting, and we can look at Data Mining and Report Clean-up

Facility Rental Guidelines New Facility Use Guidelines are updated on the Business Office Website, under Facility Rental Information

Business Office Contact Information Sheryl Rich, Accounts Payable Specialist - Ext. 1018 sheryl.rich@huttoisd.net or accounts.payable@huttoisd.ne Caleb Steed, Purchasing Specialist - Ext. 1032 caleb.steed@huttoisd.net or purchasing@huttoisd.net Sandy Williams, District Receptionist - Ext. 1011 sandra.williams@huttoisd.net

Business Office Contact Information Eduardo Ramos, Deputy Superintendent - Ext. 1005 eduardo.ramos@huttoisd.net Kelly McCann, Admin Assistant to Deputy Superintendent - Ext. 1006 kelly.mccann@huttoisd.net Jeffri Orosco, Director of Finance - Ext. 1012 jeffri.orosco@huttoisd.net or finance@huttoisd.net

Business Office Contact Information Sharon Bunge, Payroll Coordinator - Ext. 1014 sharon.bunge@huttoisd.net Victoria Melton, Finance Specialist - Ext. 1019 victoria.melton@huttoisd.net or finance@huttoisd.net Elizabeth Polasek, Payroll Specialist - Ext. 1010 elizabeth.polasek@huttoisd.net

Questions or Thoughts?